Payroll - Previews and Edits
For our clients who are taking advantage of the payroll features in eRSP, we would like to point out a key part in your payroll process that might be beneficial to you. After selecting the payroll period you wish to generate, you are able to preview, and more importantly edit, that payroll build before you generate your payroll file information. Below I will walk through the general payroll process highlighting the editing function.
Important Tips Before You Begin
The following list includes common issues that occur related to payroll.
- Ensure all employees have a valid payroll name, found on the employee profile tab. This must match the payroll name in your accounting software exactly.
- Ensure any newly added payroll items are setup in your accounting software, payroll items can be found under Setup > Payroll. You may need to click on each payroll item to see the codes for overtime, double time, or any holidays.
- For QuickBooks users, ensure any customers that received service this period are setup in QuickBooks.
Checking the items above will greatly increase the chances of a successful import.
Verify Hours
There are various stages in which you can verify payroll information. Ensuring your payroll information is correct before the extract process is the most efficient way to avoid payroll mishaps.
I would strongly encourage you to use the pre-extract report. This report gives the most payroll information we can provide prior to running your order closure extract. This report will be populated with ‘claimed’ shifts only. After you have input your timesheets, or if telephony has done this automatically, follow the steps below to verify hours.
- Navigate to Financials > Extract
- Select a date range
- Click ‘Employee Extract Preview’
This report will allow you to see where rates need to be updated on the order or employee profile while you can still make changes to the calendar.
Other places to verify hours:
- Activity Report – Reports > Hours > Activity
- Extract Preview – Reports > Hours > Extract Preview
- Schedules Report – Reports > Calendars > Schedules
Closing Orders
Once you have verified hours, you can lock orders for the time period by running an Extract. Extract will close all of the information on the calendar for selected customers and employees. The information for invoicing and payroll is then separated here as each wait to be processed independently.
Preview and Edit Payroll
At this stage we have closed all of our orders for the time period leaving one more review process available to us. We can preview the exact payroll information that will be generated into a file prior to creation. This is important because once you have generated a payroll file you cannot reverse it without calling support.
To preview and edit follow the steps below
- Navigate to Financials > Payroll
- Click the ‘Run Payroll’ tab
- Choose the desired payroll period from the drop-down menu
- Click ‘Preview Selected Period’
Displayed is the information you are about to create a payroll file with. If you need to edit this data, you can use the edit wrench on the right. Each employee's name will be listed on top of their list of hours. Their payroll name will be displayed to the right. If this is blank, you will need to update that employee's profile with the correct payroll name.
Updating Payroll Names:
We have recently added the ability to modify the Payroll Name in the preview. If any of these were blank you would have gotten an error when trying to run your payroll. Once you view the Preview you are able to Click the wrench beside the 'Payroll Name' field and update the employees information. Updating this here will also update the employees profile.
Making Pay Changes:
- Click the edit wrench on the right
- Update the pay rate, rate type, eligibility for overtime etc., and payroll item
- Click ‘Update’
Sample:
Once you have finished reviewing the payroll click ‘Return’ in the upper right corner, followed by clicking ‘Run Payroll’. All changes you have made will be saved and generated into your new payroll file.
At this point depending on your accounting software, some of you will be able to download your file and send them off to your payroll companies or sync them into QuickBooks using the Web Connector. Hopefully the payroll Preview/Edit screen will improve your payroll experience.
For more information regarding payroll in eRSP, search keyword ‘Payroll’